Competencies Overview

Transcription

1 Competencies Overview Introduction This guide provides the procedures for viewing, adding, correcting and deleting Competencies in Direct Access (DA). Contents Topic See Page Viewing a Competency 2 Adding a New Competency 5 Adding a Previously Granted Competency 10 Adding a Historically Dated Previously Granted 14 Competency Correcting a Competency 21 Deleting a Single Competency 25 Deleting One Competency when Multiple Instances Exist 29 1

2 Viewing a Competency Introduction This section provides the procedures for Viewing a Competency in DA. Procedures See below. 1 Select Person Profiles from the Person Profile pagelet. 2 Enter the Empl ID and click Search. 2

3 Viewing a Competency, Continued Proceduress, 3 The member s first five competencies will display. Click View All to see the entire list. 4 Competencies with the same codes are grouped together. The icon in the View History column signifies the member has received the competency more than once. Click the icon to view all the instances. 3

4 Viewing a Competency, Continued Proceduress, 5 The history of the competency will display. Click the Return to Profile link to return to the main Person Profile page. 4

5 Adding a New Competency Introduction This section provides the procedures for Adding a New Competency in DA. The user must have the CG_COMP_U role to access this component. Procedures See below. 1 Select Person Profiles from the Person Profile pagelet. 2 Enter the Empl ID and click Search. 5

6 Adding a New Competency, Continued Proceduress, 3 The member s Competencies tab will display. Click the Add New Competencies Link. 6

7 Adding a New Competency, Continued Proceduress, 4 The Add New Competencies page will display with all of the editable fields. Effective Date Defaults to the current date. Enter the date that the competency was assigned to the member (CO certified as qualified or member graduated/completed the course of instruction). Do NOT use the current date unless the competency was received on that date. DO NOT use a future date. Competency Enter the code or search by using the lookup icon. NOTE: Codes are grouped by Knowledge, Skill, Ability, and Other. You can sort by using the Content Group functionality. See Competencies Dictionary) Evaluation Type Defaults to Approved/Official (not editable). Status Defaults to Active (DO NOT change this field). Rating Model Defaults to a value associated with the selected Competency (not editable). Proficiency Click the drop-down to select the member s proficiency. Verified By Defaults to On the Job Training. This field indicates the means by which the competency was verified. (See Competencies Dictionary) Year Last Used Enter the year the competency was last used (optional). Year Acquired Enter the year the competency was acquired (optional). Years of Experience Enter the cumulative years of experience using/demonstrating the competency (optional). 7

8 Adding a New Competency, Continued Proceduress, 5 For fields that have the lookup icon, the search may be narrowed by entering a value in one or many of the fields on the Look up page. 6 Once all the fields are entered, click Ok. If entering multiple competencies, click the Apply and Add Another button. 8

9 Adding a New Competency, Continued Proceduress, 7 Click Save. 8 Once saved, this message will display. 9

10 Adding a Previously Granted Competency Introduction This section provides the procedures for Adding a Previously Granted Competency in DA. The same competency can be granted multiple times. The user must have the CG_COMP_U role. Procedures See below. 1 Select Person Profiles from the Person Profile pagelet. 2 Enter the Empl ID and click Search. 10

11 Adding a Previously Granted Competency, Continued Proceduress, 3 If applicable, click the View History icon to verify the entry does not already exist. In the Competency column, click the existing Competency link. 11

12 Adding a Previously Granted Competency, Continued Proceduress, 4 The most recent competency will display. Click the plus button to add a new one. 5 A new record is created with the current date populated in the Effective Date field. All other fields are auto-populated with previous values entered. The Effective Date for the new competency cannot be prior to the existing row (if the competency needs to be recorded prior to the current entry, see the Adding a Historically Dated Previously Granted Competency section in this guide). Complete all required fields and click OK. 12

13 Adding a Previously Granted Competency, Continued Proceduress, 6 Once the Competency is entered, click Save. 7 Once saved, this message will display. 13

14 Adding a Historically Dated Previously Granted Competency Introduction This section provides the procedures for Procedures See below. 1 Select Person Profiles from the Person Profile pagelet. 2 Enter the Empl ID and click Search. 3 The member s competencies will display. Select the Competency link in which a historical dated row will be entered. 14

15 Adding a Historically Dated Previously Granted Competency, Continued Procedures, 4 Click View All to view all current rows. 15

16 Adding a Historically Dated Previously Granted Competency, Continued Procedures, 5 Click the Plus sign on the historically dated row preceding the date of the new entry. In the example, the historically dated row is 02/16/

17 Adding a Historically Dated Previously Granted Competency, Continued Procedures, 6 The new row will display above the selected row and all fields will be autopopulated with the historical data from that row. The Details will now display with the new record added. 17

18 Adding a Historically Dated Previously Granted Competency, Continued Procedures, 7 Adjust the Effective date of the new row to reflect the effective date of the competency. Complete the additional fields according to the instructions in Adding a New Competency. Click Ok. 18

19 Adding a Historically Dated Previously Granted Competency, Continued Procedures, 8 The competency Effective Date will update with the new date. Click the View History icon. 9 Verify the transaction is listed (they may appear out of order). Click the Return to Profile link. 19

20 Adding a Historically Dated Previously Granted Competency, Continued Procedures, 10 Click Save. 11 Once saved, this message will display. 20

21 Correcting a Competency Introduction This section provides the procedures for Correcting a Competency in DA. The user must have the CG_COMP_U role. Information If the competency code needs to be corrected, the user must first delete the competency record and re-enter it using the correct competency code. Follow the steps in the Deleting a Single Competency section of this guide. To correct any other data, follow the steps below. Procedures See below. 1 Select Person Profiles from the Person Profile pagelet. 2 Enter the Empl ID and click Search. 21

22 Correcting a Competency, Continued Proceduress, 3 The member s first five competencies will display. Select the Competency link to correct or click View All to see the entire list. If the member has received the competency multiple times, be sure to select the correct one. 22

23 Correcting a Competency, Continued Proceduress, 4 The Update Competencies page will display. Correct the appropriate fields (in this example Verified By and Year Acquired). 5 Click OK. 23

24 Correcting a Competency, Continued Proceduress, 6 Click Save. 7 Once saved, this message will display. 24

25 Deleting a Single Competency Introduction The section provides the procedures for Deleting a Competency in DA. The user must have the CG_COMP_U role. Information As with any delete function, use extreme caution. It is possible to delete the wrong records, especially if the member has multiple instances of the same competency. If a record is erroneously deleted, it will have to be recreated. NOTE: If this is a competency that has just been added, the minus button used to delete some records will not appear until the user leaves the page and returns. The easiest resolution is to click Return to Search and then reenter the member s profile. Procedures See below. 1 Select Person Profiles from the Person Profile pagelet. 2 Enter the Empl ID and click Search. 25

26 Deleting a Single Competency, Continued Procedures, 3 The member s first five competencies will display. Click View All to see the entire list. 4 To delete a competency that a member has received only once, click the trashcan icon on the competency row. 26

27 Deleting a Single Competency, Continued Procedures, 5 This message will display. Click OK. 6 The record should not display on the Competencies tab. Click Save. 27

28 Deleting a Single Competency, Continued Procedures, 7 Once saved, this message will display. 28

29 Deleting One Competency when Multiple Instances Exist Introduction This section provides the procedures for Deleting One Competency when Multiple Instances exist in DA. The user must have the CG_COMP_U role. Information As with any delete function, use extreme caution. It is possible to delete the wrong records, especially if the member has multiple instances of the same competency. If a record is erroneously deleted, it will have to be recreated. NOTE: To prevent unintentional deletions of multiple competencies, the trashcan functionality has been disabled. The following message will display if you attempt to delete multiple competencies at one time. Click Ok to exit. Procedures See below. 1 Select Person Profiles from the Person Profile pagelet. 2 Enter the Empl ID and click Search. 29

30 Deleting One Competency when Multiple Instances Exist, Continued Procedures, 3 The member s first five competencies will display. Click View All to see the entire list. 4 Select the Competency link that needs to be deleted. 30

31 Deleting One Competency when Multiple Instances Exist, Continued Procedures, 5 The Update Competencies page will display. Scroll through the records using the Arrows or click View All to find the correct record to delete. 31

32 Deleting One Competency when Multiple Instances Exist, Continued Procedures, 6 Once the record has been located, click the Minus button to delete it. 32

33 Deleting One Competency when Multiple Instances Exist, Continued Procedures, 7 This message will appear, click OK. 8 Notice the update of Details for the record. Click OK. 33

34 Deleting One Competency when Multiple Instances Exist, Continued Procedures, 9 Click Save. 10 Once saved, this message will display. 34